W-2c Basics

This article explains what a W-2c is, when you may need one for an employee, and how Namely processes them.

OVERVIEW

A W-2c is the form that is issued as a correction to a W-2, the IRS' Wage and Tax Statement, used by individuals to file their taxes.

A W-2c is required when information in any box on a W-2 is changed after the W-2 has been filed with the IRS. Common adjustments to W-2 boxes include:

  • Incorrect name or Social Security Number

  • Updates to Taxable Wages

  • Updates to Pre-Tax Deductions

  • Updates to any earnings/deductions that would be reported on the W-2 in Box 12

If you'd like to learn more, we recommend reviewing the IRS' detailed instructions on Form W-2c.  

 

W-2C PROCESSING FEE AND TIME LIMIT

  • There is a $100 fee for each W-2c processed by Namely.

  • Per IRS guidelines, you have seven years from the tax year of issue of the original W-2 to file a W-2c with the IRS.

 

CASE SUBMISSION INSTRUCTIONS

If you need us to produce and file a W-2c:

  1. Click Submit a Case.

  2. Select I need to make a correction to a W-2.

  3. Select W-2 from the Function dropdown.

  4. Provide the following details in the Subject and Description:

  • Your Payroll Client ID (located at the top right corner of your Payroll site.)

  • The name and Employee ID for the affected employees.

  • A detailed description of what needs to be adjusted (i.e., tax, deduction, earning) on the W-2, including the year and quarter where the adjustment is needed.

  • Details for W-2c Address Updates (optional):

    • First Name

    • Last Name

    • Employee Identifier

    • Previous address

    • Updated address

    • Company Name

    • CID

    • Years to be corrected

    • Has this address been updated in the system going forward?

  • Details for W-2c Social Security Number Updates (optional):

    • Employee First Name

    • Employee Last Name

    • EEID (employee ID)

    • Incorrect Social Security Number

    • Correct Social Security Number

    • Company Name

    • CID (company ID)

    • Years To Be Corrected

    • Has The Social Been Corrected Going Forward?

  • Click Submit.

One of our payroll specialists will handle your case. Work required to produce W-2C forms will not begin until February 1, 2023 and can take up to three weeks to be created and filed. You can track the status of your case by clicking Contact Us > View Your Cases in the Help Community.



Once your W-2c is completed, we'll provide it directly to you in Namely Payroll.

  1. Click Reports > Quarterly & Year End. 

  2. Select the appropriate tax year and Annual as the duration.

Once those filters are applied, you'll be able to download W-2cs individually or in a bulk PDF. You can then safely distribute the W-2c forms to your employees.

Refer to this video: Avoiding W-2Cs (vimeo.com)